Professional Documents
Culture Documents
In General
The Training and Event Management component has a wide range of powerful functions to
enable you to plan and manage all kinds of business events from training events to
conventions simply and efficiently.
Its flexible reporting and appraisal functions provide you with important decision support
feedback to ensure that the business events you offer are both high quality and effective.
Training and Event Management is an integral part of SAP HR and has interfaces to all of
the relevant SAP application components, making it a basis for extending and updating
your employees' skills and knowledge. Integration with Personnel Development lets you
convert training proposals directly into bookings for employees with qualification deficits or
needs. The reference manual document covers following topics:
Business Event Preparation
• Determine demand for events and plan event dates based on demand
Day-to-Day Activities:
• Process all types of booking activities: book, prebook, replace, rebook, and cancel
attendance (levy cancellation fees optionally
• Prioritize bookings
Recurring Activities
• Appraise attendees
Reporting:
• Request reports for all relevant data on attendance, business events, and resources
Table of Content
Preparing business events involves creating and maintaining all of the data on which
your business event catalog is based, in other words, the master data. Before you can
use the Training and Event Management system productively, you must create all of the
necessary master data and set up a business event hierarchy.
Training and Event Management uses cost items to determine and represent the costs of a
business event. You require cost items if you want to use the functions cost transfer
posting, internal activity allocation for instructors, and price proposal determination.
You use cost items to store costs for resources, resource types, business events, and
business event types.
Cost item number uses external number range which is defined manually.
In this step, you maintain addresses for buildings. Building addresses provide information
on the physical location of rooms.
Building address number uses external number range which is defined manually.
1.3 Location
In this step, you create business event locations. When you create a business event, you
can relate it with the location where the event is to be held.
• Address
Location number uses internal number range generated by the system automatically
starting from 30000000 to 31999999.
- Choose . You access directly the initial screen or data screen of the organizer type you
selected.
o Press
Organizer number uses internal number range generated by the system automatically
starting from 32000000 to 32999999.
In this step, you create external instructors, that is, persons that are not employees and whose data
is therefore not stored in HR Master Data.
Note:
- It is not necessary to create internal instructors since their data is already stored in HR
Master Data.
Prerequisite:
- If you use external instructors, you must first create the company to which they belong. (see
creating Company)
First name/Last name Enter the instructor's first and last names.
Relationship Relationships
• Belongs to company:
Name format Enter data such as form of address, nationality, and title
that is used in the Correspondence function to format the
instructor's name and address.
External instructor number uses internal number range generated by the system
automatically starting from 33000000 to 33999999.
Business event groups (or Course Groups) serve to classify business event types (or Courses) that
share the same characteristics or deal with related subject matter such as Language Courses or
Data Processing Courses.
Business Event Group number uses internal number range generated by the system
automatically starting from 10000000 to 11999999.
o Press
• Is held by person:
• Presupposes qualification
• Imparts qualification:
Business Event Group number uses internal number range generated by the system
automatically starting from 12000000 to 15999999.
A business event date is an actual event scheduled to take place on a specific date. It has
a start and an end date.
Once you have set up your catalog, you can carry out day-to-day activities such as booking
attendees for business events.
2.1.2 Prerequisites
You must first create the necessary master data, which forms the basis of the business
event catalog. The business event environment contains the following data:
- Select required business event type for maintaining date; then go to menu:
Business Event Dates Create w/o resources
Business Event (Date) number uses internal number range generated by the system
automatically starting from 16000000 to 29999999.
3. Day-To-Day Activities
This function lets you enroll attendees for business events and, at the same time, store the
relevant billing and activity allocation data.
Dynamic attendance menu where you carry out all the functions that are associated with
day-to-day activities for bookings (book, pre-book, cancel, etc.), handle the manual output
of correspondence, and request reports for correspondence histories and attendance
appraisals.
Remarks
Steps
1. You select a business event by entering a time period and a business event type or
alternatively, in the dynamic attendance menu by selecting the required business
event.
2. You enter the attendee you want to book by going to menu: Attendance Book
o Once optimum capacity has been reached, only bookings with essential
priority are possible.
o Once maximum capacity has been reached, only bookings on the waiting list
are possible.
o You choose Book/Payment Info and, in the Fee and Assignment dialog box,
enter the relevant settlement data and, where relevant create notes for the
transaction. In this screen, cost center of selected personnel number is
defaulted for training costs distribution. Alternatively, you simply choose
Book.
4. Attendee checks are performed. The system checks whether the attendee is
available in the business event period. Further specific checks are carried out for
individual and group bookings, such as checks to ensure that an attendee is not
booked for another event at the same time. Depending on the result of the check,
the following occurs:
Traffic light concept shows on specific business event, indicating status of business event.
indicates that no. of attendees is less than optimum capacity.
indicates that no. of attendees is greater than optimum capacity, but less than
maximum capacity.
indicates that no. of attendees is greater than maximum capacity.
If there is no business event scheduled in the required period, you can make prebookings
for attendees. Prebookings are made for the event type and for a specific time period. As
soon as business events of the event type are offered, prebookings can be converted into
bookings.
The prebooking function constitutes an additional planning feature by providing important
demand information that can be used for reporting purposes.
Steps
1. Select the business event type directly from the dynamic attendance menu, the
relevant data is read simply by positioning the cursor on the event type. You
directly access the dialog box Prebook Attendance by going to menu:
Attendance Prebook.
2. If necessary, enter the period in which the attendee wants to attend the event in
the Period field. The system automatically proposes a start and end date.
3. In the Language field, enter the language in which the business event should be
held.
4. Enter a location for the business event if required.
5. Select the Attendee type of the attendee you want to book and enter the
attendee's name.
6. Enter a prebooking priority. The prebooking priority automatically becomes the
booking priority when the prebooking is converted.
7. There are two prebooking options:
a. Choose Prebook + Note if you want to create a note for the prebooking.
A text editor appears. Choose to save your note.
b. Choose .
Prebooking per business event type could be monitored in a standard report. The report is
available by going to menu: SAP Menu Human Resources Training and Event
Management Information System Reports Attendances Prebookings per
Business Event Type.
There, you select the required business event type and timeframe, then .
You create a rebooking if an attendee booked for a business event wants to change the
date of the booking. This involves creating a new booking for the new event date for the
same event type. The original booking is automatically deleted.
Remarks
• Existing prebookings for the attendee on the business event type are automatically deleted.
• Existing waiting-list bookings of the attendee for firmly booked events of the business event
type are deleted.
• If integration with Time Management is active, the relevant attendance records in Time
Management are updated when the attendee type Person is booked. In this case, the old
record is deleted and a new record added.
Steps
1. Select the attendee directly from the dynamic attendance menu, the relevant data is
read simply by positioning the cursor on the attendee. You directly access the dialog
box Rebooking Attendance by going to menu: Attendance Rebook.
a. Choose , if you want to take over the settlement data directly and do not
want to create a note.
Remarks
• You can cancel any type of booking for an attendee.
• If integration with Time Management is active, the relevant attendance records are deleted
in Time Management when you cancel bookings for attendees of the type Person.
Steps
1. Select the attendee directly from the dynamic attendance menu, the relevant data is
read simply by positioning the cursor on the attendee. You directly access the dialog
box Attendance Cancellation by going to menu: Attendance Cancel
Cancellation per business event, business event type could be monitored in a standard
report. The report is available by going to menu: SAP Menu Human Resources
Training and Event Management Information System Reports Attendances
Cancellation per Business Event.
There, you select the required business event or business event type and timeframe, then
.
You can replace one booking with another if an attendee booked for a business event
cannot take part in it for whatever reason.
Remarks
• When an employee booked for a business event cannot take part in the event, you
can replace this attendee with another employee. You do so by replacing one
booking with another.
• You can carry out replacements on internal and external business events, in any
status. You can also replace bookings for business events that are locked, canceled
or historically recorded.
• The booking priority remains the same when bookings are replaced.
Steps
1. Select the attendee directly from the dynamic attendance menu, the relevant data is
read simply by positioning the cursor on the attendee. You directly access the dialog
box Rebooking Attendance by going to menu: Attendance Replace
2. Specify the replacement attendee by selecting the attendee type and entering the attendee
(personnel number).
3. Choose , Old attendee (Dilok Panitan) would be replaced by new one (Nawarat
Pantawan).
3.6 Correspondence
This function lets you manually trigger output of documents to business event attendees
and instructors in Training and Event Management.
Steps
1. Select the attendee directly or business event from the dynamic attendance menu,
the relevant data is read simply by positioning the cursor on the attendee. You
directly access the dialog box Rebooking Attendance by going to menu: Attendance
Correspondence Manual output
2. You enter an activity and a notification abbreviation (assigned to a specific
notification).
Print preview
Printout from SAP printer
Send to R/3 mail
Insert text with MS Word mail merge
Use standard MS Word
With print preview , you are able to display notification print to each of attendance.
4. Recurring Activities
Once you have decided that a business event is to take place definitely, you can firmly
book it. The function firmly book automatically triggers other activities: Attendees receive
definite confirmation of registration, candidates with waiting-list bookings are either
rebooked for other events, converted into prebookings for the event type, or remain on the
waiting list.
Remarks:
• You can firmly book a business event once only.
• If the capacity of the business event has not been reached, attendees on the
waiting list are automatically moved up to the attendee list until optimum or
maximum capacity is reached.
Steps
1. Select the business event directly from the dynamic business event menu, the
relevant data is read simply by positioning the cursor on the business event. You
directly access the dialog box Firmly Book/ Cancel Business Event by going to
menu: Business Event Firmly Book/ Cancel.
If the number of bookings has reached the minimum capacity prescribed, you
access the screen Firmly Book Business Event: Display Attendee List.
2. If required, you can swap attendees if the waiting list of the event has unplaced
attendees on it and you want to review the attendee list:
You can only swap placed attendees who have normal priority bookings, not
attendees with essential priority bookings. These may not be displaced.
3. Choose without rebooking if you do not want to edit the waiting list any further.
4. If you want to rebook the unplaced attendees for another business event, choose
with rebooking.
6. Choose .
You can cancel both internal and external business events in both planned and firmly
booked status. When you cancel a business event, the system appends the relevant flag to
it.
Remarks:
- Cancellation of a business event is final and irrevocable. Once a business event has
been canceled, it cannot ever be held. Thus, if you simply want to remove a
business event temporarily from the business event catalog, you should use the
Lock function.
Steps
1. Select the business event directly from the dynamic business event menu, the
relevant data is read simply by positioning the cursor on the business event. You
directly access the dialog box Firmly Book/ Cancel Business Event by going to
menu: Business Event Firmly Book/ Cancel.
b. If there are bookings for the event, you access the dialog box Rebookings.
Once a business event has begun or is given the status firmly booked, you can perform
follow-up activities for it. The business event objectives can be awarded as qualifications to
the attendees. If the objectives are to be transferred as qualifications to the attendees
during follow-up processing, you must assign a value to the qualifications. This value is
stored in the additional data of the relationship that is created between the attendee and
the qualification.
Remarks:
Steps
1. Select the business event directly from the dynamic business event menu, the
relevant data is read simply by positioning the cursor on the business event. You
directly access the dialog box Follow Up Business Event by going to menu:
Business Event Follow Up.
2. If you want to historically record the business event, under Additional specifications, select
Historically record business event.
3. Choose data screen. The Follow Up Business Event: Qualifications and Actions screen
appears.
4. A list appears with details of the qualifications to be assigned and actions to be executed.
Complete the Valuation of qualifications field as appropriate.
You can preset the qualification valuation (for all attendees) if you want by choosing Set
valuation.
5. Choose .
The Appraisal function in Training and Event Management enables you to perform
appraisals of business events and attendees. This provides you with an important method
of quality assurance and keeps you informed of the level of knowledge and qualification of
your employees.
Evaluation of an event by an attendee according to predefined appraisal criteria.
Remarks:
• You can specify per business event type what form of appraisal should be used.
Steps
1. Select the business event directly from the dynamic business event menu, the
relevant data is read simply by positioning the cursor on the business event. You
directly access the dialog box Appraisal screen by going to menu: Business Event
Appraisal Create
3. If required, select Anonymous appraiser. In this case, you must execute the
appraisal directly since it is not possible to generate a ‘to do’ list for anonymous
appraisals.
4. Choose to create the appraisal. The Change Appraisal data screen appears
displaying the header data (appraiser, appraisee, appraisal period, and creation
data) and the appraisal sheet for the business event appraisal.
6. If you want to store a user-definable text for each criterion or for the business event
generally, do so by choosing .
7. Choose if you plan to create the appraisal and make changes to it later. Choose
Complete if you want to make no further changes to it.
The Appraisal function in Training and Event Management enables you to perform
appraisals of business events and attendees. This provides you with an important method
of quality assurance and keeps you informed of the level of knowledge and qualification of
your employees.
Evaluation of an attendee by superior according to predefined appraisal criteria.
Remarks:
• You can hold anonymous individual appraisals.
• Specify per business event type what form of appraisal should be used as attendee
appraisal.
• Use any form of appraisal you choose to appraise an attendee.
Steps
1. Select the required attendee directly from the dynamic attendance menu, the
relevant data is read simply by positioning the cursor on the attendee. You directly
access the dialog box Appraisal screen by going to menu: Attendance Appraisal
Create
4. If you want to store a user-definable text for each criterion or for the business event
generally, do so by choosing .
5. Choose if you plan to create the appraisal and make changes to it later. Choose
Complete if you want to make no further changes to it.
The price proposed is the price for an individual attendee, enabling you to fix realistic prices
that adequately cover your business event costs. You can adopt the proposed price as the
business event price or use it as a guideline for your own calculations.
Remarks:
• The cost items for the business event or business event type, and the resource or
resource type must be maintained in the Costs infotype (1036) with the relevant
reference unit
Steps
1. Select the business event directly from the dynamic business event menu, the
relevant data is read simply by positioning the cursor on the business event. You
directly access the dialog box Price Proposal for Business Events by going to menu:
Business Event Price proposal
3. In the Currency field, specify the currency in which prices should be displayed.
4. Choose . The output screen Determine Business Event Costs and Propose as
Price appears. If you want to adopt the proposed price and transfer it to infotype
1021 for the business event, proceed as described from step 7.
You can carry out internal activity allocation to settle fees for business events attended by
employees of your company and costs for instructor function in Training and Event
Management.
Remarks:
For allocating attendance fees:
• Attendance should not be free of charge.
• The attendee may not be on the waiting list.
• Cost center assignment must be maintained.
• The receiving cost center must be maintained.
• The sender cost center must be maintained.
• Sender and receiving cost center must be in the same controlling area.
• The activity type must be maintained and planning created for the activity type in the
sender cost center.
Steps
1. Select the business event directly from the dynamic business event menu, the
relevant data is read simply by positioning the cursor on the business event. You
directly access the dialog box Internal Activity Allocation for Business Events by
going to menu: Business Event Activity Allocation Attendances.
4. Select either With cancellations, Without cancellations, or Only cancellations for the
list output.
5. If required, change the document date (output date of original document). The
default date proposed by the system is the current date.
6. If required, change the Posting date. Default is the start date of the business event.
If you select the parameter Selection screen, you access a more detailed report
selection screen for activity allocation. For instance, you can search for objects in a
certain status (active, planned etc.). However, as a rule, it is not necessary to call
this selection screen for activity allocation purposes.
7. Choose Execute
8. A list screen appears displaying business events and attendees for activity
allocation according to your specifications. You can download the list into Rich Text
Format if required.
You have the option of changing the instructor's fee or the cost center assignment
at this point using the function Change account assignment .
9. On the list screen, choose Create activity allocation . This triggers activity
allocation, whereby allocation data is transferred to the Cost Accounting system.
The following display and checking functions are available from the list screen:
Display document
Transaction Code:
Path: SAP Menu Human Resources Training and Event Management
Information System Report Attendances Attendee List
Training and Event Management offers extensive and comprehensive reporting functions.
You can request a wide variety of reports for business events, resources, and attendees
quickly and efficiently, be it for training and event costs, business event appraisals,
attendee appraisals, or missing resources.
This report creates a list of internal and external attendees of business events.
Steps
1. Select the required business event directly from the possible entries.
2. The report generates a list in the SAP List Viewer (ALV) Grid Control that can
contain any of the following information depending on your layout specifications:
a. Attendee name
d. Booking date
f. Attendance price